2. Topic to be cover in this unit are :
•Officialcommunication
•Notice
•Email
•memos
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3. OFFCIAL COMMUNICATION
An official correspondence is the exchange of information in
a written format for the process of official activities.
Official correspondence can take place between organization,
within organization, within organization or between the
customers and the organization.
Eg E-mail, memo, notice, letters etc. 05-11-2019
4. NOTICE
• Notices are a means of formal communication targetted at a
particular person or a group of persons.
• It is like a news item informing such person or persons of some
important event.
• This can be an invitation to a meeting, an announcement of any
event, to issue certain instructions, make appeals etc.
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5. Format of notice writing
• Name of the issuing agency/authority
NOTICE
Date of issue/Release of the notice
• Title/Subject of the Event
• BODY
(Date/time/duration/Place/Venue)
Authorized signatory
(Name, Designation and signature)
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6. Example of notice
ABC Co-operative Housing Society
NOTICE
25th October 2017.
Diwali Gathering
On the auspicious occasion of Diwali, the Society has organized a gathering
followed by dinner. All members of the society are requested to attend the
event in the clubhouse of the society at 8:00 pm on the 30th of October.
XYZ
Chairman ofABC Co-operative Housing Society
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7. E-MAILS
• Email stands for electronic mail. It is the easiest and the cheapest way
of communication.
• Categories of Email Writing
• Emails are of three types
Semi-Formal email
Formal email
Informal email
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9. Sample Of E -Mail
To: XYZ
CC/BCC:
Subject: Invitation to a birthday party
Hi XYZ!
Hope this mail finds you in the best of your time. I am very happy to invite you to my birthday party
on Nov 03 at ABC Hotel from 7:00 pm to 10:00 pm.The theme of the birthday party is ‘Pirate of the
Caribbean”.
It would be great if you come and join us at the party. We will have a great time and fun together.
SeeYou Soon
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10. Different types of E-mail
• Standalone Emails.
• Lead Nurturing.
• Transactional.
• Milestone Emails.
• Plain-Text Emails.
• Newsletters
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11. Differnces between E-mails
• A formal email is typically sent to someone you don't know well or to
someone who's in authority. Examples of someone who you might send a
formal email to include your professor, a public official, or even a company
you're doing business with.
• The main difference between these two types of emails is that formal
writing is straight to the point, less detailed, and informative sentences are
written in a passive tone. Informal writing, on the other hand, uses
descriptive words and is written with an active voice.
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12. MEMOS
•A memo, or memorandum, is one of the most
common forms of business communication.
•A short message sent from one person to
another in the same organization.
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13. Characteristics Of Memos
CHARACTERISTICS OF A GREAT MEMO:
Very first section reminds them what action to take.
Main message is super short and to-the-point.
Very last section re-reminds them what action to take.
CHARACTERISTICS OF A BAD MEMO:
Super long header.Speaks in very “corporate-y tone” which bores people.
Suuupppeerrr long body of text that’s hard to read.
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15. Format of memos
• Type “MEMORANDUM” at the top of the page. State that this document is a memorandum
at the outset. ...
• Address the recipient appropriately. ...
• Add additional recipients in the CC line. ...
• Write your name in the “From” line. ...
• Include the date. ...
• Choose a specific phrase for the subject line. ...
• Format the heading properly.
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